Position: Logistics Manager
Programme: Kenya and Somalia
Responsible To: Country Director
Location: Nairobi with frequent travel to all field sites
Start Date: ASAP
Duration: 12-24 months
Salary: £32,670 - £33,420 per annum (dependant on relevant experience), inclusive of annual Cost of Living Allowance.
Benefits: Insurance cover, accommodation, additional return flights (for contract length 24 months or more), and annual leave entitlement of 24 days per annum rising to 30 days at the completion of 12 months of continuous employment with Merlin.
Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short-listed on a regular basis and we may offer this post before the closing date.
Please note this is an unaccompanied position
Merlin International Profile
Merlin specialises in health, saving lives in times of crisis and helping to rebuild shattered health services. Each year, Merlin helps more than 15 million people in up to 20 countries.Context and Background
Merlin has been working in Kenya since 1998 and it maintains a regional office in Nairobi, which directly manages Kenya programmes and through remote management provides support to Somalia country programmes.Merlin has been working in Somalia since 2004 and is currently implementing health and nutrition programme in El Buur district in Galgadud region; emergency health and nutrition programme in Awdal (Somaliland) with the field office in Hargeisa; HIV/AIDS, TB and emergency preparedness programmes in Puntland State of Somalia with an office in Garowe, where it was nominated to be the lead agency for Interagency Health Cluster. Throughout Somalia Merlin also provides technical coordination and capacity strengthening for the GFATM malaria programme.
In Kenya Merlin provides nutrition assistance to the draught affected population in Wajir and Turkana district of Northern Kenya with offices in Lodwar and Wajir towns respectively. Other operations in Kenya include malaria, HIV/AIDS, and TB programme in Nyanza province with field office in Kisii town.
The mission of Somalia and Kenya programmes is to address humanitarian and health crises while increasing capacity of local structures to deliver effective and quality primary health care services. It works with local healthcare actors including community groups and NGOs to improve access to quality health care services and to contribute to a reduction of health inequalities and the reversal in the current downward trend in health related indicators. Merlin also collaborates closely with the Ministry of Health and builds partnerships with the agencies working in complementary sectors (i.e. water/sanitation and livelihoods).
Main purpose of the role
The Logistics Manager (LogMgr) is responsible for managing and delivering an efficient and effective logistics service across all programmes and field sites. This includes implementing, monitoring and following-up across all logistics disciplines to ensure that Merlin’s standard policies and best practice is adhered to. The role will provide leadership, technical support and capacity building to the international and country logistics staff in all areas of their roles. The LogCo represents logistics as an active member of the Country Management Team (CMT) and will ensure effective cross departmental interaction.Overall Objectives (scope)
As a senior staff member within the country structure, the Logistics Manager is a member of the Country Management Team. The overall objective of position is to coordinate all logistics functions and provide adequate and timely support to all Merlin programmes in Kenya and Somalia.Responsibilities Leadership
- Coordinate and manage the overall logistics functions of Merlin office in Nairobi and project sites in Kenya and Somalia.
- Ensure that the Merlin logistics standards, systems, policies and procedures including procurement, warehousing, supply/stock movement control, freight management, asset management, IT, as well as documentation, filling and reporting, are well established and fully implemented in Nairobi office and all field sites.
- In consultation with the Kenya and Somalia Country Director (CD), review logistics structures and functions in response to any changing needs and scope of activities managed within the two countries.
- To be an active member of the Kenya and Somalia Country Management Team (CMT) and in consultation with the Country Director, represent Merlin in relevant external logistics and security forums.
- To develop, implement, review and monitor progress of agreed annual and quarterly departmental plans that will contribute to achieving the Merlin Kenya and Somalia country strategic plans objectives.
Programme Support/Development
- Provide adequate and timely logistical support to all Merlin Kenya and Somalia country programme including timely procurement and delivery of supplies and goods; transport, IT, communications as well as emergency preparedness and response
- Actively participate in and provide support for new programme. development/designing initiatives and activities including undertaking assessments
- In consultation and jointly with programme staff particularly Project Coordinators and Field Medical Coordinators, develop, implement, review, and monitor procurement, construction and rehabilitation plans for all projects to ensure adequate lead time for timely procurement and delivery of supplies and goods as well as completion of activities.
- Provide regular updates and feedback to field project sites, Project Coordinators (PC), finance department, Country Director (CD), Country Health Directors (CHD) and other relevant staff on logistics procurement and movements of goods to allow proper and advance project implementation planning.
- Responsible for assessing and advising on logistical needs for new and existing projects in collaboration with relevant staff (CD, PCs, CHDs) and Merlin Head Office (HO).
- Develop annual cargo transport plans in consultation with the project sites to accommodate/take advantage of seasonal transport options (i.e. road networks) to ensure efficient and timely supply of goods to field sites.
- Contribute to ensuring that the Remote Management Guidelines are up to date, relevant and rolled out in a practical manner to the field project sites.
Security/Risk Management
- To act as the Security Focal point for Merlin Kenya and Somalia.
- Assist the Country Director in ensuring that country security management plans are developed, fully implemented, reviewed and updated.
- Work closely with Project Coordinators and ensure that location/site specific security plans are developed, approved, implemented, reviewed and updated.
- Continuously monitor and analyse the national and project areas security context and situation in Kenya and Somalia, share the information with all staff including any deterioration that could affect staff or operations and in consultation with the Country Director, provide guidance to teams/sites as required.
- In consultation with the HR Manager ensure that new staff, visitors, interns, consultants etc. are provided with security briefing both in Nairobi and the field sites.
- In collaboration with the Country Director plan and provide security training to all Merlin Kenya and Somalia staff.
- Ensure that security incidents are reported in a timely and concise manner from the field and that this information is shared with the CD and HO.
- Provide support and ensure that all Merlin Kenya and Somalia premises are adequately secured at all times.
- Alongside the Country Director actively participate in and represent Merlin in interagency security and related forums for Kenya and Somalia.
Technical Support/Logistics Management
- Ensure that all Merlin logistics systems, policies and procedures are set-up and fully implemented and adhered to in Nairobi and all field sites.
- Undertake regular supervisory, monitoring and support visits to all Merlin Kenya and Somalia field project sites.
- Undertake regular and full internal logistics audit in all field sites and address and follow-up any identified areas of weaknesses.
- Act as technical adviser for all Merlin’s missions supported by the Nairobi office on technical areas such as water/sanitation, rehabilitation, maintenance, vehicles, radios, office equipment, cold chain, generators etc.
- Ensure that all logistics reports from the field sites and Nairobi office are prepared, compiled and submitted to the Country Director (and HO Regional Logistic Officer) on a monthly basis.
- Be familiar with donor funding agreements, regulations and requirements and ensure that Merlin logistics operations such as procurement are undertaken in accordance and line with the donor procedures.
- Responsible for preparing and submitting to the Country Director, Country Health Director and/or Project Coordinator any logistics and related reports and information, such as fixed asset list, required by donors.
- In co-ordination with HO Logistics, roll out logistics library and ensure that the field is supplied with the necessary logistics reference and reading material for mission use.
- Working closely with finance department, establish and maintain accurate and up-to-date fixed asset register records for each Merlin project assets in Kenya and Somalia.
- Ensure that all communications equipment (radios, etc.) are in good working conditions in all sites at all times and establish and maintain sound communication systems and mechanisms within the field sites as well as between field sites and Nairobi office.
- Ensure that IT services and systems are well set up and maintained in all sites.
Staff Management/HR
- Directly line manage the logistics department staff including Transport & technology officer in Nairobi office and provide adequate management, technical, supervision, and capacity building support to all Nairobi and field based logistics staff.
- Ensure that all logistics staff in Nairobi and the field sites have up-to-date job descriptions, carry out timely staff performance appraisals, provide guidance, training (including on the job training and mentoring) and support to enable them fulfil their duties and responsibilities effectively and successfully.
- Plan and provide training on Merlin logistics systems, policies and procedures including procurement, communications and IT, to all relevant Merlin Kenya and Somalia staff.
- In consultation with the HR Manager and Project Coordinators, actively participate in the recruitment, induction, and debriefing of logistics staff in Nairobi and all field sites.
- Evaluate the logistical HR requirements of existing or new projects, advising on opening or closures of logs position.
Person Specification
Essential Qualifications, experience and competences- Substantial experience of undertaking a logistics role within an international NGO and within difficult operating environments (e.g. insecurity, lack of infrastructure, natural disasters).
- Strong experience in Security management with well developed analytical skills, able to clearly analyse context, changes and identify the implications.
- Experience in implementing security guidelines in insecure environments.
- Significant and demonstrable technical knowledge across a the following technical logistics disciplines: Supply Chain, Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain • Substantial knowledge of at least one of the programme components:, Health Provision, Rehabilitation, Construction, Water and Sanitation
- Good experience of leading and driving the development and implementation of a logistics departments strategy.
- Good experience in recruitment, training, development & performance management of staff.
- Experience as part of a Senior Management Team.
- Experience of financial management of logistics including budget preparation, forecasting and monitoring.
- Able to live, work and travel in an insecure environment, following strict security guidelines at all times.
- Strong communication skills, with excellent written and spoken English
- Confident and proficient in the use of MS Office.
- Experience of establishing strong working relationships with colleagues from different functions and cultures.
- Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines.
- Experience of proactively identifying and addressing issues.
- An understanding of and commitment to Merlin’s mission and values.
- Previous work experience in Africa.
- Knowledge of the Somalia context is an advantage.
- Degree level qualification in a relevant field.
How to Apply
To apply for this job, please go to www.merlin.org.uk/jobs and apply using our online recruitment system. In order to apply for a job with Merlin online you will need to complete a short registration process and create an account – the online recruitment system explains how to do this. Once your account has been created, you will be able to save the information that you have entered in your application and re-visit it at any time before you submit it.
If you are unable to apply online please download and complete an application form and email it to: applications@merlin.org.uk.
Please note that we do not accept CVs and any application must therefore be made online or by completing our application form. Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted.
Data Protection In accordance with the 1998 Data Protection Act Merlin will hold and use personal information that you have given for the purposes of recruitment and employment should an offer of employment be made. This information will be stored in manual and/or computer form. This information may also be disclosed to third parties in accordance with the Data Protection Act. In cases where a job offer is conditional on ensuring that potential employees’ names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists.
